Gift Vouchers: Selling, Redeeming & Managing
Sell gift vouchers online, on an invoice, by hand, or automatically with letters — then redeem them at the payment screen and track every voucher from one place.
Gift Vouchers: Selling, Redeeming & Managing
Gift vouchers let your clients give the gift of wellbeing — and bring new people through your door. You can sell vouchers online through a shareable link, add them to an invoice, create them by hand, or generate them automatically with letters. Every voucher can be redeemed against any invoice at your clinic.
Before You Start: Connect Square
Selling vouchers online requires a connected Square account, because online voucher payments are processed through Square. Go to Settings → Billing & Payments → Square Payment Gateway and connect Square first.
You can still create and redeem vouchers manually without Square — you only need it for the online purchase page.
Turn On Online Gift Voucher Sales
Online sales are configured by a clinic admin under Settings → Billing & Payments → Gift Voucher Settings.
- Tick Enable online gift voucher purchasing to allow anyone to buy vouchers via your link.
- Set your Preset Amounts (e.g. $50, $100, $150, $200) — these appear as quick-select buttons on the purchase page.
- Tick Allow custom amounts to let buyers enter their own value, then set a Minimum Amount ($) and Maximum Amount ($).
- Voucher Expiry (months) sets how long vouchers stay valid. The minimum is 36 months (3 years) under Australian Consumer Law.
- Use About your clinic to add a short, warm blurb. It's shown on the purchase page and in the voucher email sent to recipients.
Share Your Purchase Link
Once online sales are enabled, copy your Gift Voucher Purchase Link and share it on your website or social media.
Click Copy to grab the link, then paste it wherever your clients will see it.
What Your Customers See
On the purchase page, the buyer chooses an amount (or enters a custom one), fills in Your details, and tells you Who's it for? — including an optional personal message. A live preview of the gift card updates as they type.
By default the voucher is emailed to the recipient immediately after purchase. The buyer can tick Schedule delivery for a specific date to send it later — perfect for a birthday.
Payment is processed securely by Square. Buyers can pay by card, or with Apple Pay, Google Pay, or Afterpay.
Sell a Gift Voucher on an Invoice
You can sell a voucher in person by adding it to an invoice. On the invoice, open the Add Item menu and choose Gift Voucher.
Enter the Recipient Name, Recipient Email, an optional Personal Message, and an Expiry Date. The voucher will be emailed to the recipient when the invoice is paid.
Create a Gift Voucher by Hand
To issue a voucher directly — for example, to replace a paper voucher or reward a loyal client — go to Gift Vouchers and click New Gift Voucher.
Enter the Amount, the Recipient Details, and an Expiry Date (the default is 3 years; leave blank for no expiry), then click Create Gift Voucher.
Creating the voucher does not email it automatically. To send it, open the voucher and click Resend Email — see Track and Manage Your Vouchers below.
Send Gift Vouchers Automatically with Letters
You can attach a voucher to an automated letter — for example, a birthday letter that sends a treat each year. When editing a letter template, set a Trigger (such as Birthday — send on client's birthday), tick Attach a gift voucher, then set the Voucher Amount ($) and Voucher Valid For (days).
A gift voucher is created automatically for each recipient. Use the Gift Voucher variables in the Insert Variable menu to show the voucher code and details inside the letter.
Note the eligibility message: birthday, re-engagement and referral letters are only sent to clients who have opted in to marketing emails — clients without opt-in won't receive the letter, even if a voucher is generated.
Redeem a Gift Voucher
A client can put a gift voucher towards any invoice. Open the invoice and click Record Payment to reach the payment screen.
Among the payment methods, find Gift Voucher, enter the amount to redeem, and type the client's code into the Enter voucher code field. The code is checked as you type and the voucher's balance confirmed. If the client already has vouchers on file, they appear under Available Gift Vouchers — click Use Voucher to fill in the code automatically.
Because Gift Voucher sits alongside Cash, Credit Card, EFTPOS and the other methods, a client can part-pay with a voucher and settle the rest another way. If the voucher's balance is more than the amount redeemed, the remainder stays on the voucher for next time.
Track and Manage Your Vouchers
The Gift Vouchers page is your hub. The summary tiles show Total Sold, Outstanding Balance, Total Redeemed and Expired, and you can search by code, name or email and filter by status.
Click View on any voucher to open its detail page, where you can Resend Email to the recipient, Cancel Voucher, and review its Redemption History.
Tips
- Vouchers must meet the 3-year minimum. Australian Consumer Law requires gift cards to be valid for at least 36 months, so that's the floor for expiry.
- Manual vouchers aren't emailed on creation. After creating one by hand, open it and click Resend Email to send it to the recipient.
- A voucher can part-pay an invoice. Redeem some of the balance at the payment screen and the remainder stays on the voucher for next time.
- Voucher letters follow marketing opt-in. Birthday and other promotional letters only reach clients who've opted in to marketing emails.